CSP024398_REVISED_CONTRACT.pdf

Index No.: GDC066 Eff. Date: 04/25/25

STATE OF OHIO

DEPARTMENT OF ADMINISTRATIVE SERVICES

GENERAL SERVICES DIVISION

OFFICE OF PROCUREMENT SERVICES

4200 SURFACE ROAD, COLUMBUS, OH 43228-1395

OPTIONAL USE CONTRACT FOR: EVENT PLANNING AND COORDINATION SERVICES

CONTRACT NUMBER: CSP024398 * EFFECTIVE DATES: 12/01/24 TO 07/31/27

The Department of Administrative Services has accepted Proposals submitted in response to Request for Proposal (RFP) No.

SRC0000013359 that opened on 09/30/24. The evaluation of the Proposal responses has been completed. The Offeror listed herein has been determined to be the highest ranking Offeror and has been awarded a Contract for the services listed. The respective Proposal response including, Contract Terms & Conditions, any Proposal amendment, special Contract Terms & Conditions, specifications, pricing schedules and any attachments incorporated by reference and accepted by DAS become a part of this Services Contract.

This Optional Use Contract is effective beginning and ending on the dates noted above unless, prior to the expiration date, the Contract is renewed, terminated, or cancelled in accordance with the Contract Terms and Conditions.

This Optional Use Contract is available to the all State of Ohio Agencies as applicable.

The agency is eligible to make purchases of the contracted services in any amount and at any time as determined by the agency. The State makes no representation or guarantee that department will purchase the volume of services as advertised in the Request for Proposal.

This Optional Use Contract and any Amendments thereto are available from the DAS Web site at the following address:

www.ohio.gov/procure

* Indicates a correction to the Contract number, effective 04/25/25.

Eff. Date: 12/01/24

MUTUALLY AGREED UPON CHANGES

1. Any payment processing as may be required by the Contract will be processed using the State of Ohio’s ePayment

Business Solution as listed in Section 5.3.5 of the State IT Policy, Standard and Service Requirements Supplement A.

2. The Contractor understands that as event requirements vary, so do the requirements of each Agency. These requirements include but are not limited to:

a. Quotes that include personnel listed by name and role

b. Quotes that include color coding by the role/reimbursable expense line-item by which they will be invoiced.

c. Weekly time and effort logs submitted with invoices to include name, role, dates, and hours worked.

COST SUMMARY FORM

Event Planning and Coordination

CSP024398

UNSPSC CATEGORY CODE: 80161502, 80101600, 80101604, 80161500

POSITION

TITLE

DESCRIPTION

UNIT OF

MEASURE

RATE

Executive Manager

Oversees all projects and employees; is the main point of contact for Contract management

Hour $79.50

Project Manager

Manages individual events, responsible for overseeing planning, and negotiations;

located on-site of any event as designated by the Agency

Hour $79.50

Assistant Manager

Works with managers to ensure all tasks are on target and communicates with the Agency Contact for each event. Coordinates marketing, communication with attendees, graphic design, software, and printing

Hour $55.00

Event Coordinator

Logistics contact for décor, design, AV equipment, and set-up of event, coordinates registration needs, manages, and coordinates labor staff for receiving, unloading, loading, moving heavy equipment, exhibits, booths, dismantling, and clean-up

Hour $65.50

IT/AV

Specialist

Works to determine needs for IT and AV equipment, rental, delivery, installation, maintains system operations and provides technical assistance throughout the event

Hour $96.50

Customer Service / Call Center

Communications resources for attendees including event inquiries and manually processing registrations for those experiencing technical challenges

Hour $42.50

Creatives / Graphic Design

Provides layout and design services for signage, printing, or other media with Agency provided graphics and branding and as required by the Agency

Hour $92.50

Data Analytics

Manages the registration and tracking of attendees and exhibitors. Maintains data and creates and updates reports

Hour $76.50

Contract Specialist

Develops and manages agreements for speakers, venues, equipment, etc. Hour $97.75

Media Marketing

Responsible for media production and media buying services Hour $110.00

Accounting Specialist

Responsible for all Billing and Accounting of the project and vendor payments Hour $120.00

All costs must be in U.S. Dollars.

The State will not be responsible for any costs not identified.

There will be no additional reimbursement for travel or other related expenses.

REIMBURSABLE EXPENSES. As provided in Attachment One, Part Two, Special Provisions, of the RFP, Reimbursable expenses include cost of venue, speakers/presenters, A/V equipment, equipment rental, and event furnishings/promotional items. The State will only reimburse the exact cost incurred by the Contractor, that was pre-approved by the Agency, for these items. The Contractor will be required to supply invoices or other acceptable documentation as agreed upon with the Agency to verify expenses.

Reimbursable expense billing categories:

DESCRIPTION

Pre-approved, reimbursable expenses for the cost of the venue.

Pre-approved, reimbursable expenses for the cost of the audio-visual equipment.

Pre-approved, reimbursable expenses for the cost of food and beverages.

Pre-approved, reimbursable expenses for the cost of speakers/presenters.

Pre-approved, reimbursable expenses for costs not otherwise categorized.

CONTRACTOR INDEX

CONTRACTOR AND TERMS: CONTRACT NO.: CSP024398

0000263046 Extra Step Assurance TERMS: Net 30 PO Box 42 Urbana, OH 43078

CONTRACTOR’S CONTACT:

Parker Lawrence Office: 937-654-4888 E-Mail: parker.lawrence@esacertified.com

SUBCONTRACTORS:

Direct Success Inc.

Fraga Graphic Solutions (Minority Business Enterprise)

Eff. Date: 04/25/25

SUMMARY OF AMENDMENTS

Amendment Number

Effective Date

Description

1 04/25/25

This amendment is issued to correct the contract number on page one of the Contract, effective 04/25/25.

Additionally, this amendment adds the Summary of Amendments page to the Contract.

All terms, conditions, and prices remain unchanged.